Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Carlos G. Bolanos, Sheriff
Subject: Agreement with Advanced Technology Information Systems (ATIMS) for maintenance of the Jail Management System (JMS)
RECOMMENDATION:
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Adopt a resolution authorizing:
A) The President of the Board to execute an agreement with ATIMS, Inc. for maintenance of the Jail Management System software (JMS) for the term of April 1, 2019 through March 31, 2024 and for an amount not to exceed $712,841; and
B) The Sheriff or Sheriff's designee to accept or execute notices, documents, and amendments associated with this agreement up to a contingency amount of $125,000.
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BACKGROUND:
On June 5, 2012, the County entered into an agreement with ATIMS, Inc. to provide product licensing and support services for a Jail Management System (JMS). Subsequent amendments were negotiated with ATIMS to implement data exchanges with the Case Management Systems (CMS) used by other County criminal justice agencies, including Odyssey in the Courts and PBK in the District Attorney’s Office. The term of the current agreement is set to expire on March 31, 2019.
DISCUSSION:
For the past several years, the Sheriff’s Office has relied on JMS as a crucial tool in the day-to-day operations of its Correctional facilities. JMS provides the technology platform needed to manage inmate processes and data. To ensure continued JMS support and upgrades by ATIMS, the County must renew the maintenance agreement with ATIMS. Therefore, it is in the best interest of the County to waive the Request for Proposals process, as it is a continuation of an ongoing service, and continue to contract with ATIMS.
The Sheriff’s Office intends to leverage the cloud-hosted option from ATIMS during the next JMS upgrade when the hosted solution has been widely adopted. In anticipation of adding the cloud-hosting services option to this agreement, the Sheriff’s Office is requesting the authority to execute amendments associated with this agreement up to $125,000.
County Counsel has reviewed and approved the resolution and agreement as to form. The Information Services Department has reviewed and approved the agreement. The Contractor has assured compliance with contract provisions that are required by County ordinance and administrative memoranda.
Approval of this agreement contributes to the Shared Vision 2025 Outcome of a Healthy Community by increasing the operational efficiency of the County’s correctional facilities.
FISCAL IMPACT:
The Agreement is for a term commencing April 1, 2019 through March 31, 2024, in an amount not to exceed $712,841. The amount to cover the first two years of this agreement has been included in the Sheriff’s Office FY 2019-20 and FY 2020-21 budgets.